Set up Microsoft Authenticator and Outlook on your phone (iPhone and Android)

This takes about 10 to 15 minutes. You will set up two things: Microsoft Authenticator (the app that approves your sign-ins) and Outlook (your work email).

Before you start

• Wait until your manager or IT provider tells you your account is ready.
• You need your work email address and the temporary password you were given.
• You need a computer or tablet with a web browser, and your phone on Wi-Fi.
• Your phone must have a passcode or Face ID / fingerprint lock. If it does not, turn one on first.
• Use Outlook for work email. Do not add your work account to the built-in Mail app or the Gmail app.

Part 1: Set up Microsoft Authenticator

Step A. Start on your computer

1. Open a web browser and go to https://aka.ms/mfasetup.
2. Sign in with your work email and temporary password. Choose a new password when asked: at least 14 characters, and one you do not use anywhere else.
3. When it says More information required, click Next.
4. Leave this screen open. It shows a square code (QR code) you will scan with your phone in Step B.

Step B. iPhone

1. Open the App Store, search for Microsoft Authenticator, and tap Get.
2. Open the app. Accept the privacy message. Tap Allow when it asks to send notifications.
3. Tap Add work or school account, then Scan a QR code. Allow camera access if asked.
4. Point the phone at the QR code on your computer screen.
5. Back on the computer, click Next. A number appears. Type that number into the notification on your phone and tap Yes.
6. Click Done. Your account now appears in the app.

Step B. Android

1. Open the Play Store, search for Microsoft Authenticator, and tap Install.
2. Open the app. Accept the privacy message. Tap Allow when it asks to send notifications.
3. Tap Add work or school account, then Scan a QR code. Allow camera access if asked.
4. Point the phone at the QR code on your computer screen.
5. Back on the computer, click Next. Type the number shown into the notification on your phone and tap Yes.
6. Click Done. Your account now appears in the app.

Part 2: Add your work email in Outlook

iPhone

1. Open the App Store, search for Microsoft Outlook, and tap Get.
2. Open Outlook and tap Add Account. Type your work email address and tap Continue.
3. Enter your new password. When asked, approve the sign-in in Microsoft Authenticator (type the number shown, then tap Yes).
4. If asked to add another account, tap Maybe Later. Allow notifications if you want new-mail alerts.
5. If Outlook says Your organization is now protecting its data in this app, tap OK. Outlook may close and reopen once; that is normal.
6. If asked, create an app PIN (avoid simple ones like 123456). After that you can unlock Outlook with Face ID.

Android

1. If your company uses app protection, first open the Play Store, search for Intune Company Portal (by Microsoft), and tap Install. Do not open it or sign in to it. Outlook uses it in the background to protect company data. (Your IT provider will tell you if this applies.)
2. In the Play Store, search for Microsoft Outlook, and tap Install.
3. Open Outlook and tap Add Account. Type your work email address and tap Continue.
4. Enter your new password. When asked, approve the sign-in in Microsoft Authenticator.
5. If asked to add another account, tap Maybe Later.
6. If Outlook says Your organization is now protecting its data in this app, tap OK. Outlook may close and reopen once; that is normal.
7. If asked, create an app PIN. After that you can unlock Outlook with your fingerprint.

Good to know

• Sign-in approvals: only approve an Authenticator request you started yourself. If you get one you did not expect, tap Deny and tell your IT provider right away.
• New phone: tell your IT provider before you wipe or replace your old phone, so your sign-in can be moved over.
• Lost or stolen phone: tell your manager and IT provider the same day.
• Protected work apps: if your company uses app protection, work email and files only open in Microsoft apps (Outlook, Teams, OneDrive, Word, Excel, Edge). You cannot copy work text into personal apps or save attachments to your personal storage; save to OneDrive instead. Your personal apps, photos and data are not touched or visible to your employer.
• Leaving the company: company data can be removed from these apps without touching anything personal.

Related

• Multi-factor sign-in for small offices
• Managed security
• Microsoft 365 admin: add and remove staff

More guides

• Microsoft 365 admin: add staff, reset passwords and offboard someone who leaves
• Microsoft 365 Copilot: what it does, where to find it, and how to use it safely
• How to check your email's SPF, DKIM and DMARC records (and what the results mean)
• How to send an encrypted email in Outlook (Microsoft 365)
• What goes in a WISP: a checklist for small tax offices
• Share files with clients securely from OneDrive (expiring links, no attachments)
• Hand over HOA or office email when a board member or manager changes
• How to spot and report a phishing email in Outlook

Microsoft changes its menus from time to time, so a button may have moved. These guides are general information for small businesses; check with your IT provider before changing settings that affect everyone.